Office of Compensation Analysis and Support

Document Number: OCAS-PR-011 

Effective Date: 1/22/2009 

Revision No. 0

Department of Energy Classification Review of Documents Page 1 of 6 

Approval: Signature on file 1/21/2009 

Signature Date 

Stuart L. Hinnefeld, Health Science Administrator 

Name 

Concurrence: Signature on file 1/21/2009 

Signature Date 

Larry Elliott, OCAS Director 

Name 

1.0 PURPOSE.......................................................................................................................2 

2.0 SCOPE ............................................................................................................................2 

3.0 REFERENCES ...............................................................................................................2

4.0 GENERAL......................................................................................................................2 

5.0 PROCEDURE.................................................................................................................3 

6.0 RECORDS ......................................................................................................................4 

7.0 APPLICABLE DOCUMENTS ......................................................................................4 

RECORD OF ISSUE/REVISIONS

ISSUE 

AUTHORIZATION 

DATE

EFFECTIVE 

DATE

REV. 

NO.

 DESCRIPTION

1/22/2009 1/22/2009 0 Initial version of procedure describing the Department 

of Energy review of OCAS documents. 
Effective Date: 1/22/2009 Revision No. 0 Procedure No. OCAS-PR-011 Page 2 of 6 

 

1.0 PURPOSE

The purpose of this procedure is to outline the steps required to coordinate the review of 

documents by a Department of Energy classification office. 

2.0 SCOPE

This procedure applies to all documents directly associated with the Department of Energy 

Facilities and Atomic Weapons Employers associated with the Energy Employees Occupational 

Illness Compensation Act program. A complete list of these facilities can be found on the 

Department of Energy Office of Health, Safety and Security Website: 

(http://www.hss.energy.gov/HealthSafety/FWSP/Advocacy/faclist/findfacility.cfm) 

Examples of such documents include but are not limited to: 

• Technical basis documents 

• Site Profiles 

• Special Exposure Cohort Evaluation Reports 

• Meeting minutes 

• Personal interviews (excluding Computer Assisted Telephone Interviews) 

• Any documented evaluations of the reports listed above which could receive electronic 

distribution 

This procedure applies to NIOSH personnel including special government employees (i.e. the 

Advisory Board on Radiation and Worker Health (ABRWH)) and all NIOSH contractors and 

subcontractors, including those working for the ABRWH. 

3.0 REFERENCES

None 

4.0 GENERAL

The documents that are the subject of this procedure have been generated from assumed 

unclassified documents, or generated from Official Use Only (OUO), or Unclassified Controlled 

Nuclear Information (UCNI) source material. The reason for the classification office reviews is 

to ensure that the assembly of one document from several source documents does not result in 

production or inclusion of sensitive information. 
Effective Date: 1/22/2009 Revision No. 0 Procedure No. OCAS-PR-011 Page 3 of 6 

 

The flow path of this procedure is illustrated in Appendix B, Document Review Flow Path. 

In the rare occasion that a document is created on a DOE site, directly from classified source 

material, that document must be reviewed and marked prior to leaving that DOE site. 

 

5.0 PROCEDURE

5.1. Review of documents created from classified source documents 

This scenario should only occur when an appropriately cleared individual or team is 

working in a secure environment, typically at the Department of Energy Facility or 

secure records repository. 

5.1.1. Any source documents, or documents generated from classified source 

documents, must be reviewed by the site classification office prior to removal 

from that site. Documentation of such a review must be provided by the site 

classification office. 

5.1.2. Any subsequent documents developed from these documents will be reviewed as 

described in sections 5.2 and 5.3. 

5.2. Review of documents 

5.2.1. The initial draft documents must be developed from source documents assumed to 

be either unclassified information, or documents marked as Official Use Only 

(OUO) or as Unclassified Controlled Nuclear Information (UCNI). 

5.2.2. The draft documents will have limited distribution among the team creating the 

document. 

5.2.3. The draft documents must be forwarded to the applicable DOE Site Office via 

hard copy or electronic copy on compact disk prior to review outside of the team 

generating the document. A hard copy and/or an electronic copy on compact disk 

with a DOE Document Review Request Form (OCAS-FORM-006) should be 

forwarded to the appropriate DOE site contact. This must be done by hand 

delivery or by Federal Express. For inactive sites where there is no site contact, 

this review will be performed by DOE Headquarters (HQ). 

Note: There shall be no transmission of these documents via e-mail prior to 

review and clearance by the appropriate DOE Site office. 
Effective Date: 1/22/2009 Revision No. 0 Procedure No. OCAS-PR-011 Page 4 of 6 

 

5.2.4. The generator must inform OCAS that the document has been transmitted to 

DOE. 

5.2.5. DOE will inform OCAS of completion of the review. 

5.2.5.1. If DOE requires revisions due to the presence of sensitive information, this 

will be conveyed to appropriately cleared individuals in the generating 

organization. The resulting revised document will have to be reviewed 

again as outlined in step 5.2 prior to further distribution. 

5.2.5.2. Upon receipt of written documentation from the DOE site office that the 

document is not classified and does not contain UCNI, the document can be 

distributed electronically for more extensive internal technical review and 

comment. 

5.2.5.3. If, during the course of the technical review cycle, significant changes are 

made requiring additional information from source documents, the revised 

draft document must be forwarded to the applicable DOE site office per 

step 5.2. 

5.3. Review of documents that have had a DOE Site office or HQ review 

This section applies to documents that have been reviewed according to section 5.2. 

5.3.1. These documents can be electronically distributed for technical review and 

approval. 

5.3.2. After final approval but prior to posting on the OCAS Website, OCAS will 

forward a hard copy and/or an electronic copy on compact disk with a DOE 

Document Review Request Form (OCAS-FORM-006) to the appropriate DOE 

Headquarters contact. 

5.3.2.1. If DOE requires revisions due to the presence of sensitive information, this 

will be conveyed to appropriately cleared individuals in the generating 

organization. The resulting revised document will have to be reviewed 

again as outlined in step 5.2 prior to further distribution. 

5.3.2.2. Upon receipt of written documentation from DOE that the document is not 

classified, does not contain UCNI and can be publically released, the 

document can be posted on the OCAS Website. 
Effective Date: 1/22/2009 Revision No. 0 Procedure No. OCAS-PR-011 Page 5 of 6 

 

6.0 RECORDS

The following records are generated as applicable. 

6.1. Document clearance as determined by DOE. 

7.0 APPLICABLE DOCUMENTS

7.1. OCAS-FORM-006, “DOE Document Review Request Form.” 

 
Effective Date: 1/22/2009 Revision No. 0 Procedure No. OCAS-PR-011 Page 6 of 6 

 

Appendix B, Document Review Flow Path

Significant changes 

required involving 

additional 

information from 

source documents?

Starting Point

Draft document 

from unclassified 

source documents

DOE Security 

Examination 

(Site Classification 

Office or HQ 

depending on 

document)

Internal Technical Review 

and OGC Review 

(Involves electronic 

distribution)

Comment Resolutions

and Tech Editing

Approve Document

DOE Security 

Examination (HQ 

Classification 

Office)

Classified or 

Controlled 

information 

present?

Public Dissemination 

(OCAS Web site, 

claimants, etc.)

Classified or 

Controlled 

information 

present?

Revise 

document 

appropriately

Revise

Document 

appropriately

Yes

Yes

Yes

No

No

No